Job Summary

1. Administrative support functions

The administrative Assistant is responsible for the majority of administrative duties in the company. This
person is the one who will manage employee records, organize files, answer calls, and provide support
for the whole of the company. As administrative Assistant, he/she must be highly organized, able to
handle financial records and expenses, able to manage multiple tasks at once, and a wide breadth of
experience managing clerical responsibilities. He/she must also possess strong interpersonal skills,.
He/she may perform such other functions as may be designated by management.

Job Tasks

Support office staff and executives with general operational tasks

Assist visually-impaired staff and clients as needed.
Recommend changes to office task workflow to improve efficiency
Update office policies and procedures

Create, update, and maintain personnel records, financial records, and other records and
databases
File and retrieve corporate documents, records, and reports.
Manage communication of information in and out of the office
Prepare correspondence, documentation, or presentation materials
Prepare agenda and make arrangements for staff, board, and other meetings.
record minutes of meetings in accessible formats.
Schedule space and equipment for special programs and prepare lists of participants.
Schedule company calendar and updating as needed
Schedule travel arrangements
Coordinate building and maintenance issues for general repair (heating and air conditioning,
security, etc.)
Ensure office is kept clean and organized at all times
Run out-of-office errands for executives
Maintain positive and professional staff and client relationships
Attend staff development seminars or meetings.

2. Bookkeeping Function

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Compute, classify, and record numerical data to keep financial records complete. Perform any
combination of routine calculating, posting, and verifying duties to obtain primary financial data for use
in maintaining accounting records.

Job Tasks

 Receive payments and record cash and checks.

 Prepare reports on expenses, office budgets, and other expenditures

 Debit, credit, and total accounts on computer spreadsheets and databases.

 Prepare trial balances of books.
 Record, and summarize numerical and financial data to compile and keep financial
records, using journals and ledgers or computers.
 Transfer details from separate journals to general ledgers or data processing sheets.
 Match order forms with invoices, and record the necessary information.
 Perform personal bookkeeping services.

3. Property and Control Function

Establish and monitor procedures for office security, maintenance and cleaning

 Promote and direct safety measures in managing all company’s assets and ownerships
 Monitor and maintain office equipment, inventory supplies; orders replacement supplies as
needed
 Prepare purchase orders and manage stocks or equipment
 Prepare annual inventory
 Prepare reports on adjustments to inventories, idle or damaged equipment and changes
in equipment location
 Finds sources of supply and obtain quotes from suppliers
 Control incoming and outgoing equipment to ensure quality and precautions to avoid
mishandling
 Complete proper transfer forms when property is transferred or loaned.
 Supervise all other staff in contemplating property transactions such as loss, damage or
destruction of property
 Ensure property is in good condition and utilized properly
 Record and maintain a filing copy of each approved Property Endorsement forms
 control all software safekeeping
 Dispose surplus assets and obsolete stock
 Keep records up-to date, for property status monitoring.

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JOB COMPETENCY REQUIREMENTS:

 College Graduate & GED equivalent required

 Knowledgeable in bookkeeping or Accounting
 Ready and willing to work with visually impaired persons.
 Fast, proficient, and accurate typist
 Extensive knowledge of Microsoft Suite and other administrative programs
 Outstanding communicator, both orally and written
 Self-starter who works well independently
 Ability to prioritize given tasks and work efficiently towards completing them
 Familiar with common office equipment (printers, copier, fax, etc.)
 Detail-oriented and exceptional organization skills
 Experience with complex file management
 Strong problem solver and analytical thinker
 Motivated to take on additional projects and solve problems

 Comfortable in a fast-paced environment with multiple tasks and projects at hand

 Energetic and eager to tackle new projects and ideas

 Comfortable in both a leadership and team-player role, manages team members, leads assistant
meetings, and supervises when needed

 Professional demeanor

Minimum Education and Experience:

Hiring requirements for Administrative Assistants vary by industry, a certification in bookkeeping or its
equivalent is the most common educational requirement but a college graduate is preferred. Good
interpersonal skills and being technologically proficient also are important to the job. Applicants must
already possess certain skills, such as prior computer experience or some formal office education or
training or on the job training on bookkeeping.